Shared Services - Accounts Payable. Technology / Process Enhancements August 2014 Implementation

Transcription

1 Shared Services - Accounts Payable Technology / Process Enhancements August 2014 Implementation

2 Shared Services - Accounts Payable Tech / Process Enhancements Agenda: Enhancement Overview Enhancement M-Pathways Demo Change Management / Training Plan

3 Category Receiving invoices Tech / Process Enhancement Overview Overview of Enhancement Vendors should send invoices directly to Shared Services (SSC) Invoices should include a Purchase Order # or unit address to ensure timely processing Imaging SSC will image invoices at time of receipt The image will create a case in ServiceLink - SSC will manage all work in ServiceLink Users can attach supporting documents directly to vouchers in M-Pathways (voucher coversheet will no longer need to be printed and mailed) Approvers will have images available instantly after voucher is created New drawer, document types, and access structure in ImageNow (to facilitate other enhancements identified) Voucher Creation Voucher Approval Workflow Approving Vouchers Monitoring Vouchers Improved title and navigation for unit to request Non-PO vouchers: Changed Regular Entry to Payment Request Navigation in M-Pathways for Payment Request moved to end user s home page M-Pathways will send a notification to ServiceLink to create a case when unit creates a Payment Request New field on all vouchers called Requester If populated, Requester will receive a notification (with key information) when voucher first saved All vouchers which require approval, M-Pathways will be used to route and capture the approval: Non-PO vouchers approved on paper by units today will be approved in the system Central approvals such as COI, Buyer, Foreign, Sponsored will be approved in the system Discrepancy vouchers will be clearly labeled There will be systematic voucher reminders & escalations due to approver inaction An approval attestation (similar to the paper approval attestation today) will be included in system approvals Approvers can deny / not approve vouchers by selecting a standard reason reason will trigger the following actions: Place voucher on payment hold until approver approves Send voucher to SSC to fix / close voucher New tools / reports will be available for units to monitor unpaid vouchers to help identify what is scheduled to pay Page 3

4 Tech / Process Enhancement Overview Standard Voucher Processes Supplier submits invoice Unit submits Payment Request (non-good / services) Support Imaged SSC reviews & creates / updates voucher Unit receives notification for approval when required Approval Payment Scheduled Page 4

5 Tech / Process Enhancement Overview Standard Voucher Processes Supplier submits invoice Category Current State Future State Receiving invoices Currently many units receive invoices directly from the vendor. If a vendor reaches out to AP many times they cannot answer their inquiry and a new invoice is sent to AP, increasing the risk of duplicate work and duplicate payments since there would be now two copies of an invoice. Have vendors send invoices (with sufficient information) directly to the Shared Services Center. The invoice should have a PO# or the order s / unit group (non-standard, must still comply with Procurement policy). Page 5

6 Tech / Process Enhancement Overview Standard Voucher Processes Unit submits Payment Request (non-good / services) Category Current State Future State Payment Requests (New Title & Navigation) Payment Requests (New Field) Unit end users can create vouchers (mainly non- PO vouchers) by navigating through 3 folders and clicking Regular Entry in M-Pathways. When creating a voucher the only way to identify the requester is in the voucher comments. Unit end users will be able to create voucher requests by clicking Payment Request on their M- Pathways homepage. There will be added verbiage to explain what end users should use this for (e.g. non-good / non-service payments). A new field on all vouchers called Requester can be used to identify who made the actual request. If not populated by the unit, this field will default to the voucher creator. If created by the SSC, a notification will be sent to the requester identifying the voucher was created (includes key information). Page 6

7 Demo - Entering a Payment Request -New Navigation -New Requester field Page 7

8 Tech / Process Enhancement Overview Standard Voucher Processes Support Imaged Category Current State Future State Imaging (Invoices on Front-End) Imaging (Payment Requests from Unit) All invoices are imaged after voucher is created by printing a coversheet and sending to ITS Imaging. When a voucher requires approval the approver usually can't see the image until hours after they were notified to approve. There is no system data identifying when invoices are received (only paper date stamps) in AP, which makes it difficult to identify average turnaround times. After a unit creates a voucher, a voucher coversheet is printed. Paper supporting documents are attached to the paper coversheet and handed off for approval. Once approved the unit mails the document to central for review / Page 8 approval / imaging. All invoices will be scanned and imaged when received. The image will create a ServiceLink case so the SSC transaction team can process accordingly. All cases will have creation dates which allows the SSC to identify turnaround times and be able to report out performance metrics. The unit end users can attach supporting documents directly to the voucher in M-Pathways eliminating need to print a coversheet. All images will continue to be retained in ImageNow (a system transfer from M-Pathways to ImageNow happens in the background).

9 Demo - Entering a Payment Request -New Attaching Support Documents Page 9

10 Tech / Process Enhancement Overview Standard Voucher Processes Support Imaged Category Current State Future State Imaging (New Drawer Structure) Currently PO voucher and Non-PO voucher ImageNow drawers are separate. Unit approvers have access to see PO vouchers but only AP has access to see Non-PO vouchers in ImageNow. To allow units to directly attach support to an M- Pathways voucher and to assist with electronic approvals in M-Pathways, a new voucher drawer was needed to be used for both PO vouchers & Non-PO vouchers. For the majority of users, gaining access to images will be handled through their M-Pathways access - instead of through ImageNow access. This provides more specific access and should be easier for units. Some units may still need access through ImageNow. Page 10 There will be a new doc type called Special Audit, which will be used for documents which are considered sensitive.

11 Tech / Process Enhancement Overview Standard Voucher Processes Support Imaged Category Current State Future State Imaging (New Drawer Structure - Conversion of old Images) Unit approvers can see PO images. Unit approvers cannot see Non-PO images. Imaging (Coversheet) Current paper coversheet is available in M- Pathways to be printed. A data conversion will take place for images pre- SSC tech enhancements to go into the new voucher drawer structure. Old PO voucher images will be converted from the old drawer to the new drawer - allowing them to be viewable from the voucher link. Old Non-PO voucher images will not be converted to the new drawer - due to so many being sensitive (e.g. T&E vouchers before Concur). The voucher coversheet will be updated with new drawer structure and available in M-Pathways for the transition period. Page 11

12 Tech / Process Enhancement Overview Standard Voucher Processes SSC reviews & creates / updates voucher Category Current State Future State SSC (Supplier Invoice Review) SSC (Payment Request Review) AP reviews paper invoice. If a PO# provided, AP processes. If no PO# AP investigates and follows up either by phone, , fax, or snail mail with unit or vendor. AP waits for paper coversheet and support to arrive and reviews. If deemed valid and appropriate AP goes into M-Pathways and approves. If not deemed appropriate follow-up either by phone, , fax or snail mail with unit. Page 12 SSC will review invoice in ServiceLink Case. If a PO# provided, SSC will process. If no PO# and a unit provided, SSC will follow-up (using ServiceLink and providing image of invoice) with unit identified requesting charging information (either appropriate PO# or chartfields). SSC will review the Payment Request in ServiceLink and click the link (which takes Auditor to M- Pathways). SSC reviews electronic voucher and support documents. If deemed valid and appropriate, approves in M-Pathways. If not deemed appropriate, follow-up via ServiceLink case, upon response from unit case auto updates.

13 Tech / Process Enhancement Overview Standard Voucher Processes SSC reviews & creates / updates voucher Category Current State Future State New Requester Field (Invoice with PO#) When creating a voucher the only way to identify the requester is in the voucher comments. The new Requester field will be auto populated with the epro Req requester when creating a voucher with a PO#. A notification will be sent to the requester identifying the voucher was created (includes key information). Page 13

14 Tech / Process Enhancement Overview Standard Voucher Processes Unit receives notification for approval when required Category Current State Future State Voucher Approval Routing Voucher Approval Routing (PO Voucher) Voucher Approval Routing (Non-PO Voucher) Voucher Approval Routing (Central) Vouchers are routed and approved via paper and via the system. Paper sign-offs are not validated. Currently route to unit approver if voucher is >$10K or has a discrepancy line. All vouchers routed appear the same on the approver worklist and on the voucher. No unit approval routing in M-Pathways. All non-po online vouchers are approved on paper coversheet before sent to AP / HAP. Many central compliance hand-offs / approvals are handled via paper / . Buyer routing with M-Pathways has a manual aspect to route. Page 14 All vouchers which require approval (per criteria), will be routed and captured in M-Pathways. Phase 1 System will route to unit approver if voucher is >$10K or has a discrepancy line. Discrepancy lines will be clearly identifiable in the approver worklist and on the voucher. Phase 1 all non-po online vouchers will route for unit approval in M-Pathways. This will provide stronger internal controls, ensure authorize unit approver is approving, and an electronic audit trail. Central compliance hand-offs / approvals will be routing in M-Pathways. Non-PO voucher invoice types have been updated and some trigger routing (e.g. routing to T&E audit).

15 Demo Voucher Routing -Workflow paths generated -Clearly Identified routing (worklist & approval summary) Page 15

16 Tech / Process Enhancement Overview Standard Voucher Processes Unit receives notification for approval when required Category Current State Future State Voucher Approval Routing (Escalations) Vouchers routed for approval still pending approval after 21 days of inaction, a system reminder is sent to the original approver. Vouchers routed for approval still pending approval after: 7 days - system reminder notification 14 days - system reminder notification 21 days - system reminder notification & escalation to Dept Manager 28 days - system reminder notification & escalation to Dept Manager 45 days - system reminder notification & escalation to Dept Manager 90 days - system reminder notification & escalation to Dept Manager Page 16

17 Tech / Process Enhancement Overview Standard Voucher Processes Approval Category Current State Future State Approval (Attestation) Approval (Deny / Hold) Voucher approved on the non-po form have an attestation while voucher approved in the system do not. When an approver denies a voucher today, it is very cumbersome and confusing process. AP is required to restart approval workflow (which sends another unnecessary notification to unit approvers after they denied the voucher) and AP must approve the voucher to then close the voucher. In doing this, the voucher loses the denied status and any voucher denial reasons / comments are not standard or maintain by the system (must be manually copied and pasted to voucher comments). Page 17 Vouchers routed for unit approval in the system will require approvers click an attestation similar to the current non-po attestation. Vouchers with a discrepancy line will have a separate attestation. If an approver does not agree to approve a voucher, they will be able to select a standard reason from a table in the system. Based on the reason selected, the system will either place the voucher on departmental hold or notify shared services to fix / close the voucher. The requester will also receive a notification. These system enhancements also fix the current issues, streamline the process, and making it easier for approvers and SSC AP.

18 Demo Voucher Approval -Approval Page enhancements -Approval Attestation -Hold/Deny Page 18

19 Tech / Process Enhancement Overview Standard Voucher Processes Payment Scheduled Category Current State Future State Monitoring Vouchers Units receive invoices directly which gives them visibility on what needs to be paid. Units also have additional reviews on invoices under the system threshold. To provide additional visibility to units when invoices are sent directly from vendors to SSC, units can monitor an unpaid voucher report and scan for appropriateness. Normal payment terms (Net-30) will allow units 2-3 weeks to identify items which shouldn't pay and reach out to SSC to put on hold / resolve. This report can be scheduled (e.g. weekly) or ran ad-hoc Page 19

20 Demo Unpaid Voucher Monitoring -New Tool for Monitoring Page 20

21 Change Management Plan Completed - Process Overview Sessions (Jan Mar 2014) Completed - Faculty Engagement Sessions (Feb-Apr 2014) Share with You! Unit Liaisons to share with units and encourage the upcoming training sessions Letter to Vendors and Units Training Sessions See Next Slide for Plan 21

22 Training Plan MyLINC elearning courses offered: AP101 Overview of Accounts Payable and the Procure to Pay Process AP151 Accounts Payable Going Forward PRE103 Create a Payment Request (formerly Create a Non-PO Voucher ) All related step-by-step procedures updated/created, such as: Voucher Approval New desktop procedure for unpaid voucher monitoring Three LIVE sessions will also be offered for AP151 Accounts Payable Going Forward (sessions will be videotaped and available for viewing) 06/18/14 8:30-10:30 - School of Social Work (ECC) 06/26/14 1:00-3:00 - Lurie Engineering (Johnson Rooms) 07/08/14 8:30-10:30 - Palmer Commons (Forum Hall) A targeted communication will be sent out with instructions for registering through MyLINC 22

23 Shared Services - Accounts Receivable Quick Update on Accounts Receivable August 2014 Implementation

24 SSC Accounts Receivable Forms & Training New Forms - Applicable to all units that use or will be using SSC Accounts Receivable. General Customer Upload Template General Billing Upload Template New MyLinc documents on AR forms will be available Existing MyLinc documents for AR Reports: Statement of Receivables Report Field Descriptions Aging Detail Report Field Descriptions Instructor led training course held multiple dates across campus in Mid June-Mid July. AR 150 Using AR templates AR 160 AR Services, Running Reports, Unit responsibilities & best practices Training courses will provide an overview of AR services and benefits of using SSC Accounts Receivable. Encourage units in all schools/colleges to attend to see what services are offered. AR training courses will be available for registration in MyLinc. will go out to units when registration is available. Questions? AST Accounts Receivable Lead, Jamie Zawistowski at [email protected] 24

25 SSC Accounts Receivable Training Courses 2 courses AR 150 Using AR Templates AR 160 AR Services, Running Reports, Unit Responsibilities and Best Practices 5 live sessions across campus for each course (sessions will be videotaped and available for later viewing) AR 150 Using Templates 6/17/14 1:00-2:30 School of Social Work B780 6/25/14 8:30-10:00 Lurie Engineering Johnson Rooms 7/9/14 1:00-2:30 Wolverine Tower G18 7/16/14 8:30-10:00 Palmer Commons Great Lakes Room South 7/17/14 1:00-2:30 School of Social Work Room B780 AR 160 AR Services, Running Reports, Unit Responsibilities and Best Practices 6/17/14 3:00-4:00 School of Social Work B780 6/25/14 10:30-11:30 Lurie Engineering Johnson Rooms 7/9/14 3:00-4:00 Wolverine Tower G18 7/16/14 10:30-11:30 Palmer Commons Great Lakes Room South 7/17/14 3:00-4:00 School of Social Work Room B780 25

26 Appendix Screenshots Only Page 26

27 Entering a Payment Request

28 Sign into M-Pathways Page 28

29 Navigate to Accounts Payable > Payment Request Page 29

30 Same Add a New Value page Page 30

31 New requester field Enter Invoice ID and Invoice Date; select Invoice Type Page 31

32 Enter vendor ID, invoice amount Page 32

33 Enter Description, shortcode/chartfield information Page 33

34 Enter any instructions for AP in the Comments Page 34

35 Example: enclosure instructions Page 35

36 Page 36 Attach supporting documentation

37 Click Add Attachment Page 37

38 Select your document Page 38

39 Click Upload Page 39

40 Document appears in the list; repeat this process for additional documents Page 40

41 Save voucher Page 41

42 Voucher Workflow

43 Page 43

44 Page 44

45 Page 45

46 Voucher Approval Approve a Payment Request

47 Can access approval page from worklist or from link in If you approve the payment, click the I agree checkbox for the attestation Page 47

48 Page 48 Attestation message and deny section disappear; Approve button becomes active

49 When the Approve button is clicked, the voucher is approved Page 49

50 Page 50 The attestation message, approver, and date/time are saved in the Comments field

51 Voucher Approval Denying a Voucher (Hold)

52 Page 52 Click on the magnifying glass to select a reason

53 Choose the reason/action Page 53

54 Page 54

55 Page 55 Enter additional comments with more information regarding your decision

56 Page 56 Click the Hold Payment button

57 Page 57

58 Page 58 The reason for not approving the voucher, additional comments, approver, and date/time are saved in Comments fields

59 Voucher Approval Deny a Voucher/Close

60 Page 60 Click on the magnifying glass to select a reason

61 Page 61

62 Page 62

63 Page 63 Enter additional comments outlining your reason for not approving

64 Page 64 Click on the Deny button

65 Page 65

66 Page 66 Reason for denial and additional comments are saved in Comments fields. A notification is sent to Shared Services to close the voucher.

67 Voucher Approval Approve a Voucher Put on Hold

68 Page 68 Go to the Voucher Approval page (voucher will still be in your worklist). Click the I agree button.

69 Approve button becomes active. Page 69

70 Page 70

71 Page 71

72 Page 72 Comments from the original Deny action and the current approval action are all displayed.

73 Unpaid Voucher Monitoring

74 Page 74

75 Page 75

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